2021 Event Application
About the event
About the application
With all that is happening with COVID-19, the City of Suwanee is moving forward with planning for 2021 events that can be done safely and using the best event practices. At this time, we will take applications for 5K runs and races and other events that follow our strict rules and guidlines for social distancing and safety of all participants.
Terms & Conditions
Complete the following application . You will submit a non-refundable $25.00 processing fee with this application. Application submission does NOT constitute event approval. Approved applicants will be notified and must attend a mandatory event meeting in January that will most likely be an online training call.
Listed below are the of the guidelines for hosting a 5K race in Suwanee in 2021.
1. Race organizers must use a timing company that will comply with all City requirements.
2. Please include a COVID waiver in your registration that all participants, sponsors and vendors must sign.
3. Race organizers must reduce large gatherings on race day by putting plans in place such as: extended packet pick-up times, early packet pick-up (at the park or at Big Peach Running Company), rolling or staggered starts (waves or heats), virtual awards ceremony, check-in team wearing gloves, all volunteers wearing masks, etc.
4. Encourage participants to wear masks while waiting for the race to start. Masks may be removed while on race course. The City of Suwanee does NOT presently have a mask mandate but we do encourage the use of mask for crowds. The City of Suwanee will not provide masks.
5. Finish line food/snacks should be minimal and items should be handed to participants by volunteers wearing masks and gloves. Individually wrapped items are preferred. Food should be spread out on multiple tables to avoid a crowd. Please provide at least one bottle of water per participant.
6. Race organizers should provide disposable masks, gloves, and hand sanitizer needed for volunteers. These items will NOT be provided by the City.
7. .Finish line water will be provided by the race organizer.
8. We will only be using the approved trail course for 2021. This allows the start and finish to be in two separate areas.
9. All pre- and post-race activities must be held in the park. Please do NOT use the front of city hall.
10. “Fun Run” events are permitted as long as the route is within Town Center Park.
11. Depending on the number of participants, we will try to complete all races in under 4 hours to avoid excessive staff charges. This includes booth time for vendors.
12. The City of Suwanee will still assist with marking the trail and setting up all registration and finish line tents and tables. Once these areas are set-up, we will wipe them down prior to use.
13. Sponsors should be spread out within the park to move from booth to booth with plenty of room for social distancing. Sponsors and vendors should be encouraged to wear masks. Vendor and sponsor booths should be kept to a manageable number, depending on the amount of race participants.
For all events, please plan to provide additional hand sanitizing stations in the event area.
By following these guidelines, the City of Suwanee feels that patrons, attendees and host organizations will be able to offer specific events in an environment where all participants can feel safe about supporting the non-profit groups in this area. We will assist you in doing everything within our power to keep events safe and fun for your participants.
Prices
| Application Processing Fee | $25.00 | Required processing fee for all applicants. |
Questions on the application
User information
- First name
- Last name
- Gender
- Birthday
- Address
Business information
- Business name
- Legal business name
- Contact name
- Address
- Phone
- Website (Optional)
- Logo (Optional)
Additional information
- Which Park?
- Name of Event:
- First Choice Event Date (XX/XX/XX):
- Second Choice Event Date (XX/XX/XX):
- Third Choice Event Date (XX/XX/XX):
- Type of Event:
- Actual Start Time of Event (please specify am vs. pm):
- Actual End Time of Event (please specify am vs. pm):
- Do you want police present before the event start time?
- If YES, what time would you like police to report (please specify am vs. pm)?
- Set-Up Time (please specify am vs. pm):
- Set-Up Date (XX/XX/XX):
- Estimated Number of Attendees:
- Estimated Number of Vendors:
- Is your organization a 501c3 non-profit?
- Please describe your event in a few sentences that may be used for city publications to publicize your event:
- Proposed Layout of Event (please print off the map above and mark-up/annotate as needed):
- Describe the event equipment included in the layout (tents, tables, chairs, stages, inflatables, trailers, kids' rides, etc.)
- Please upload event logo and or photos to help us publicize your event. You must upload at least one item.
- I understand that I will pay a park rental fee based on attendees, and a park deposit of $500 before my event. If the park deposit is to be refunded, then it will be applied to my staff fees. Staff fees are billed at $45 per hour per officer for police (minimum of 4 hours), $45 an hour for event manager, and $40 per hour for public works supervisor. Event staff hours are not billed. City staff will approve and estimate all hours needed based on event application.
- I understand that hosting an event during a global pandemic requires additional precautions and planning. I agree to the guidlines outlined by the City of Suwanee for hosting an event. I understant that my event may be canceled or rescheduled if it is not safe for participants to gather for an event.
